Library Administrative Assistant

Midland County•Tx 79701, TX

About The Position

Organizes and coordinates Midland County Public Libraries and Law Library administration and procedures to support organizational effectiveness, efficiency, and safety. Develops intra-office communication protocols, streamlines administrative procedures, manages inventory control, supervises office staff, and delegates tasks. Provides administrative support to the Administration Team and general office support through a variety of clerical activities. Works collaboratively and professionally with senior staff, external constituents, and employees at all levels, handling confidential matters with discretion. Supports staff development, improves administrative systems, performs analyses and queries, prepares reports, and maintains files and databases. Audits monthly records, reconciles discrepancies, and serves as a point of contact between the Library Director’s office and internal and external constituents. Supports library financial and administrative operations, including grant and foundation reporting, database entry, reconciliations, accounts payable, requisitions, purchase orders, budgets, expenditure monitoring, and financial record retention. Reports financial information to the County Auditor, monitors revenue funds, organizes financial data for library budgets, and maintains accounting and personnel records. Also oversees office supply orders, staff attendance reporting, personnel action forms, facilities and IT issue reporting, annual activity reports, and agenda items for Commissioners’ Court. Participates in policy and planning work by collecting, organizing, analyzing, and interpreting information. Prepares reports, projects, memorandums, correspondence, meeting agendas and notices, and takes and distributes meeting minutes. Manages the Library Director’s calendar and coordinates travel, registrations, and accommodations for staff, speakers, and performers. Regular and timely attendance is required.

Requirements

Associate’s degree in office technology or a similar field and three years of administrative experience; or a high school diploma or equivalent and five years of clerical, secretarial, or office experience; or an equivalent combination of education and experience.
Familiarity with bookkeeping, general business practices, and/or library operations.
Valid Texas driver’s license, proof of insurance, and adequate transportation.
Knowledge of accounting practices, bookkeeping, library accounting, and budget policies and procedures, including collecting, organizing, and analyzing data for planning and budgeting.
Knowledge of organizational and library policies and practices, including library operations.
Knowledge of human resources and payroll policies and procedures.
Knowledge of Microsoft Office and relevant software, especially Word, Excel, Outlook, and Adobe.
Excellent typing and data-entry skills.
Knowledge of standard office procedures, spelling, basic arithmetic, alphabetical and numerical filing, customer service, phone and email etiquette, and recordkeeping practices.
Effective written and oral communication skills and the ability to interact with diverse associates, senior leaders, and people at all organizational levels.
Strong problem-solving and decision-making skills; initiative in identifying issues and proposing solutions; and ability to influence others.
Ability to work independently on projects from conception to completion and handle varied activities, pressure, and confidential matters with discretion.
Ability to operate standard office equipment, including computers, multi-line phones, printers, shredders, and fax machines.
Ability to learn and use County and library software, internet-based programs, and processes.
Dependability, resourcefulness, professionalism, emotional maturity, strong organization, attention to detail, and ability to prioritize multiple tasks.
Flexibility and openness regarding work hours and the types of projects assigned by the Administration Team.
Ability to perform the essential duties satisfactorily; reasonable accommodations may be made for individuals with disabilities.

Responsibilities

Coordinate administration and procedures for Midland County Public Libraries and the Law Library.
Develop intra-office communication protocols, improve administrative systems and procedures, control inventory, supervise office staff, and delegate tasks.
Provide administrative and general clerical support to the Administration Team.
Maintain files and databases, perform queries and analyses, compile reports, and audit and reconcile monthly records.
Serve as a liaison and primary point of contact for the Library Director’s office, customers, vendors, internal groups, managers, and external constituencies.
Generate and reconcile financial reports, support grant reporting and database entry, and report financial information to the County Auditor.
Maintain financial records and archival accounting and personnel files; monitor donations, grants, operating revenue, budgets, and expenditures.
Coordinate accounts payable for grant- and foundation-funded projects, including purchase orders, travel and reimbursement, award payments, honoraria, payment forms, and contractual service forms.
Create requisitions, purchase orders, and reports; assist with budgeting, accounting numbers, quotes, and financial projections for the public library and law library budgets.
Supervise and approve office supply orders for all locations and negotiate supplier pricing toward cost savings goals.
Monitor library staff attendance reporting and prepare and submit personnel action forms to the County Treasurer’s Office as needed.
Monitor housekeeping and maintenance services and report facility and IT problems to the appropriate personnel.
Compile and maintain library activity reports and spreadsheets for the annual report; submit library agenda items for Commissioners’ Court in a timely manner.
Participate in developing operating policies and procedures and planning library services through collection and analysis of relevant information.
Prepare reports, project materials, memorandums, correspondence, agendas, notices, and meeting minutes; distribute materials as appropriate.
Manage the Library Director’s calendar, appointments, annual calendar, meeting priorities, and arrangements.
Coordinate travel, registration, and accommodations for conferences and training for staff, speakers, and performers.
Attend work regularly and on time.